Assistant Support Manager

Job overview

The post holder will support the workload coordinator in managing the administrative team and support in ensuring effective service delivery including monitoring performance targets. In addition, the post holder will provide comprehensive, quality, rota coordination of the medical doctors and support with admin rotas for the Emergency Department as appropriate. A key requirement of the job is to organise workload/staffing with the consultants/clinical teams and co-ordinate activities to ensure that an efficient service is provided. Our rota's also support delivery of the ED and UEC. The post holder will be expected to monitor and assess workload amongst the team, including being able to identify resources to fill gaps, to ensure continuity of services It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive to other colleagues. The post holder will support and coordinate data collection of the Trauma Audit and Research Network (TARN) database, liaising with the TARN Clinical Lead for queries.

Main duties of the job

• To support the workload coordinator as directed by the service manager in the efficient and effective operational management of resources within the service. Participate in the co-ordination, organisation and production of duty rotas, including on-call duty rotas, where appropriate.
• Provide a comprehensive services to the Trust and patients, organising and making arrangements as required, producing documents and reports, recording information, ensuring that all information and documentation is produced to expected standards of performance, and according to agreed timescales.
• Build and maintain constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services to patients.
• Exercise own judgement, based on acquired knowledge and experience, as to when to deal with queries personally and when to contact the consultants or clinical professional.
• Be fully conversant with all required electronic systems for correspondence, including specialist computer systems associated with the management of patients and/or health information, and being able to obtain information using the Internet.
• Prioritise work, able to cope with interruptions whilst in periods of concentration to deal with queries. Requires frequent spells of concentration through a work pattern which can be unpredictable. Manage conflicting priorities.

Detailed job description and main responsibilities

The post holder will support the workload coordinator in managing the administrative team and support in ensuring effective service delivery including monitoring performance targets. In addition, the post holder will provide comprehensive, quality, rota coordination of the medical doctors and support with admin rotas for the Emergency Department as appropriate. A key requirement of the job is to organise workload/staffing with the consultants/clinical teams and co-ordinate activities to ensure that an efficient service is provided. The post holder will be expected to monitor and assess workload amongst the team, including being able to identify resources to fill gaps, to ensure continuity of services It is essential that the post holder is able to exercise initiative suitable to the role and is fully supportive to other colleagues. The post holder will support and coordinate data collection of the Trauma Audit and Research Network (TARN) database, liaising with the TARN Clinical Lead for queries.

• To support the workload coordinator as directed by the service manager in the efficient and effective operational management of resources within the service in order to deliver continually improving high quality patient care within the resources available.
• To deputise for operational managers in area as required
• To support the service management team to deliver services for patients which meet the requirements of the CQC standards and other assessment reviews, including 18 weeks, 4 hours, 12 hours etc.
• Participate in the co-ordination, organisation and production of duty rotas, including on-call duty rotas, where appropriate
• Provide a comprehensive services to the Trust and patients, organising and making arrangements as required, producing documents and reports, recording information, ensuring that all information and documentation is produced to expected standards of performance, and according to agreed timescales.
• Build and maintain constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services to patients.
• Exercise own judgement, based on acquired knowledge and experience, as to when to deal with queries personally and when to contact the consultants or clinical professional, and with what degree of urgency, according to agreed guidelines.
• Be fully conversant with all required electronic systems for correspondence, including specialist computer systems associated with the management of patients and/or health information, and being able to obtain information using the Internet.
• Represent the Division at meetings, both as a participant, and/or to produce minutes, document notes and action plans, distributing information as required,
• Prioritise work, able to cope with interruptions whilst in periods of concentration to deal with queries. Requires frequent spells of concentration through a work pattern which can be unpredictable. Manage conflicting priorities.
• Prioritise and take appropriate action concerning clinical investigations and other appropriate matters within guidelines agreed by the consultants or clinical professionals,
• Provide information to patients/relatives and carers where appropriate, including agreed information on waiting lists, tests and referrals, according to agreed guidelines, where appropriate,
• Prepare and produce documentation, handbooks, and any relevant information packs, by liasing with others to ensure accuracy, consistency and completeness of information.
• To support with the monitoring and audit complaints, adverse incidents, patient feedback etc in order to identify trends and make recommendations to the Directorate Management Team to help deliver improved patient care services.